# User Groups and Access

## Purpose

This document defines the user groups and access structure for the new ERP system implementation.
The goal is to ensure clear role separation, improve accountability, and support secure system access across all departments.

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## User Groups Structure

### 1. Management

**Role:**
Senior management, directors, owners.

**Main responsibilities:**

* Company oversight
* KPI / reporting review
* High-level approvals
* Strategic decisions

**System access:**

* Full visibility across all modules
* Approval rights where required
* Read access to financial and operational reports

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### 2. Finance

**Role:**
Accounts, invoicing, payments.

**Main responsibilities:**

* Customer invoicing
* Supplier invoices
* Payments and reconciliations
* Financial reporting

**System access:**

* Finance / accounting modules
* Invoices / payments / journals
* Limited access to stock valuation

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### 3. Sales

**Role:**
Sales team, customer support.

**Main responsibilities:**

* Customer quotations
* Sales orders
* Customer communication

**System access:**

* CRM
* Quotations
* Sales orders
* Customer records

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### 4. Purchasing

**Role:**
Procurement / purchasing team.

**Main responsibilities:**

* Supplier management
* Purchase orders
* Material sourcing
* Cost control

**System access:**

* Suppliers
* Purchase orders
* Material requirements / shortages

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### 5. Warehouse

**Role:**
Warehouse staff.

**Main responsibilities:**

* Goods receipt
* Stock control
* Goods dispatch
* Inventory counts

**System access:**

* Stock movements
* Warehouse locations
* Goods in / out transactions

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### 6. Planning

**Role:**
Production planning team.

**Main responsibilities:**

* Production scheduling
* Capacity planning
* Work order prioritisation

**System access:**

* Planning board
* MRP
* Work orders overview

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### 7. Production

**Role:**
Manufacturing operators / supervisors.

**Main responsibilities:**

* Manufacturing execution
* Work order completion
* Shop floor reporting

**System access:**

* Manufacturing orders
* Work order updates
* Production reporting

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### 8. Quality

**Role:**
Quality control team.

**Main responsibilities:**

* Product inspections
* Quality checks
* NCR management
* Audits

**System access:**

* Quality records
* NCR logs
* Inspection reports

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### 9. NPI (New Product Introduction)

**Role:**
New product and engineering support.

**Main responsibilities:**

* New product setup
* BOM creation
* Routings
* Engineering changes

**System access:**

* Products / BOMs
* Manufacturing structures
* Engineering data

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### 10. Office

**Role:**
Administration / support.

**Main responsibilities:**

* General office support
* Administrative tasks
* Documentation

**System access:**

* Basic access to relevant admin modules only

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## Access Control Principles

* Each user should only have access required for their role.
* Sensitive actions should be restricted to authorised users only.
* Management should have reporting visibility without unnecessary operational access.
* System admin / IT should manage permissions centrally.
* Group permissions should be reviewed regularly.

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## Implementation Goal

This structure reflects the real operational workflow within the company and supports:

* secure ERP implementation
* clear departmental responsibilities
* better process control
* future scalability